Excel 2013 Unit B

Working with Formulas

and Functions
Grace Wong, vice president of finance at Quest Specialty Travel, needs to analyze
CASE
tour expenses for the current year. She has asked you to prepare a w
­ orksheet that
summarizes this expense data and includes some statistical analysis. She would also like you to

ng
perform some what-if analysis, to see what quarterly expenses would look like with various pro-

ni
jected increases.

ar
Le
ge
Unit Objectives
ga

After completing this unit, you will be able to:

en

• Create a complex formula • Copy formulas with relative

C

• Insert a function cell references

of

• Type a function • Copy formulas with absolute

ty

cell references
er

• Copy and move cell entries

• Round a value with a function
op

• Understand relative and absolute

Pr

cell references

Files You Will Need

EX B-1.xlsx
EX B-2.xlsx
EX B-3.xlsx
EX B-4.xlsx
©Katerina Havelkova/Shutterstock

Microsoft® product screenshots used with permission from Microsoft® Corporation.

 Excel 2013
UNIT B Create a Complex Formula
Learning A complex formula is one that uses more than one arithmetic operator. You might, for example, need
Outcomes to create a formula that uses addition and multiplication. In formulas containing more than one arithmetic
• Create a complex
formula by
operator, Excel uses the standard order of precedence rules to determine which operation to perform
pointing first. You can change the order of precedence in a formula by using parentheses around the part you want
• Use the fill handle to calculate first. For example, the formula =4+2*5 equals 14, because the order of precedence dictates
and Auto Fill
that multiplication is performed before addition. However, the formula =(4+2)*5 equals 30, because the
parentheses cause 4+2 to be calculated first. CASE You want to create a formula that calculates a 20%
increase in tour expenses.
steps
1. Start Excel, open the file EX B-1.xlsx from the location where you store your Data Files,
then save it as EX B-Tour Expense Analysis
2. Select the range B4:B11, click the Quick Analysis tool , then click the Totals tab

ng
The Totals tab in the Quick Analysis tool displays commonly used functions, as seen in Figure B-1.
3. Click the AutoSum button in the Quick Analysis tool

ni
The newly calculated value displays in cell B12 and has a darker appearance than the figures in the

ar
selected range.

Le
4. Click cell B12, then drag the fill handle to cell E12
The formula in cell B12 is copied to cells C12:E12. The copied cells have the same dark appearance as that
ge
of cell B12.
QUICK TIP 5. Click cell B14, type =, click cell B12, then type +
ga

When the mode In this first part of the formula, you are using a reference to the total expenses for Quarter 1.
indicator on the
en

­status bar says 6. Click cell B12, then type *.2

“Point,” cells you
The second part of this formula adds a 20% increase (B12*.2) to the original value of the cell (the total
C

click are added to

the ­formula. expenses for Quarter 1).
of

7. Click the Enter button on the formula bar

The result, 41789.556, appears in cell B14.
ty

8. Press [Tab], type =, click cell C12, type +, click cell C12, type *.2, then click
er

QUICK TIP
You can also copy The result, 41352.912, appears in cell C14.
op

the formulas by
selecting the range 9. Drag the fill handle from cell C14 to cell E14
Pr

C14:E14, clicking the The calculated values appear in the selected range, as shown in Figure B-2. Dragging the fill handle on a cell
Fill button in the
copies the cell’s contents or continues a series of data (such as Quarter 1, Quarter 2, etc.) into adjacent cells.
Editing group on the
HOME tab, then This option is called Auto Fill.
clicking Right.
10. Save your work

Using Apps for Office to improve worksheet functionality

Excel has more functionality than simple and complex math See All to display the featured apps and to go to the Office store to
­computations. Using the Apps for Office feature (found in the Apps view available apps. When you find an app you want, make sure
group in the INSERT tab), you can insert an app into your work­ you’re logged in to Office.com (you may need to log in again),
sheet that accesses the web and adds functionality to your work. click the app, click Add, then follow the prompts to download the
Many of the available apps are free and can be used to c­ reate an app. Click the Apps for Office button, click See All, click the app
email, appointment, meeting, contact, or task, or be a reference you just added, then click Insert. The app will display as an embed­
source, such as the Mini Calendar and Date Picker. When you click ded object in your worksheet and will also appear in the Recently
the Apps for Office button, you’ll see any Recently Used Apps. Click Used Apps palette when you click the Apps for Office button.

Excel 26 Working with Formulas and Functions

 FIGURE B-1: Totals tab in the Quick Analysis tool

Quick Analysis tool

Totals tab

ng
Mode indicator

ni
ar
FIGURE B-2: Complex formulas in worksheet

Le
ge
ga
en
C

Excel 2013
of
ty
er
op
Pr

Formula in cell C14 copied

to cells D14 and E14

Reviewing the order of precedence

When you work with formulas that contain more than one d­ ivision—progressing from left to right. Finally, addition and
­operator, the order of precedence is very important because subtraction are calculated from left to right. In the example
it affects the final value. If a formula contains two or more 4+.55/4000*25, Excel performs the arithmetic operations by first
­operators, such as 4+.55/4000*25, Excel performs the calcula­ dividing .55 by 4000, then multiplying the result by 25, then
tions in a ­particular sequence based on the following rules: adding 4. You can change the order of calculations by using
Operations inside parentheses are calculated before any other parentheses. For example, in the formula (4+.55)/4000*25,
operations. Reference operators (such as ranges) are calculated Excel would first add 4 and .55, then divide that amount by
first. Expo­nents are ­calculated next, then any multiplication and 4000, then finally ­multiply by 25.

Working with Formulas and Functions Excel 27

 Excel 2013
UNIT B Insert a Function
Learning Functions are predefined worksheet formulas that enable you to perform complex calculations easily. You
Outcomes can use the Insert Function button on the formula bar to choose a function from a dialog box. You can
• Use the Insert
Function button quickly insert the SUM function using the AutoSum button on the Ribbon, or you can click the AutoSum list
• Select a range for arrow to enter other frequently used functions, such as AVERAGE. You can also use the Quick Analysis tool
use in a function
to ­calculate commonly used functions. Functions are organized into categories, such as Financial, Date &
• Select a function
from the AutoSum Time, and Statistical, based on their purposes. You can insert a function on its own or as part of another
list arrow formula. For example, you have used the SUM function on its own to add a range of cells. You could also
use the SUM function within a formula that adds a range of cells and then multiplies the total by a decimal.
If you use a function alone, it always begins with an equal sign ( = ) as the formula prefix. CASE You
need to ­calculate the average expenses for the first quarter of the year, and decide to use a function to do so.
steps
1. Click cell B15
QUICK TIP This is the cell where you want to enter the calculation that averages expenses per country for the first

ng
When using the
Insert Function button
­quarter. You want to use the Insert Function dialog box to enter this function.

ni
or the AutoSum list 2. Click the Insert Function button on the formula bar
arrow, it is not

ar
­necessary to type the An equal sign ( = ) is inserted in the active cell and in the formula bar, and the Insert Function dialog box
equal sign (=); Excel opens, as shown in Figure B-3. In this dialog box, you specify the function you want to use by clicking it

Le
adds it as necessary. in the Select a function list. The Select a function list initially displays recently used functions. If you
don’t see the function you want, you can click the Or select a category list arrow to choose the desired
QUICK TIP
ge
category. If you’re not sure which category to choose, you can type the function name or a description
To learn about a
in the Search for a function field. The AVERAGE function is a statistical function, but you don’t need to
ga
function, click it in
the Select a function open the Statistical category because this function already appears in the Most Recently Used category.
list. The arguments
en

and format required 3. Click AVERAGE in the Select a function list if necessary, read the information that
for the function appears under the list, then click OK
C

appear below the list.

The Function Arguments dialog box opens, in which you define the range of cells you want to average.
of

QUICK TIP 4. Click the Collapse button in the Number1 field of the Function Arguments dialog
When selecting a
box, select the range B4:B11 in the worksheet, then click the Expand button in the
ty

range, remember to
select all the cells Function Arguments dialog box
er

between and includ­ Clicking the Collapse button minimizes the dialog box so you can select cells in the worksheet. When you click
ing the two refer­
op

ences in the range. the Expand button, the dialog box is restored, as shown in Figure B-4. You can also begin dragging in the work-
sheet to automatically minimize the dialog box; after you select the desired range, the dialog box is restored.
Pr

5. Click OK
The Function Arguments dialog box closes, and the calculated value is displayed in cell B15. The average
expenses per country for Quarter 1 is 4353.0788.
6. Click cell C15, click the AutoSum list arrow in the Editing group on the HOME tab,
then click Average
A ScreenTip beneath cell C15 displays the arguments needed to complete the function. The text “number1”
is shown in boldface type, telling you that the next step is to supply the first cell in the group you want to
average. You want to average a range of cells.
7. Select the range C4:C11 in the worksheet, then click the Enter button on the formula bar
The average expenses per country for the second quarter appears in cell C15.
8. Drag the fill handle from cell C15 to cell E15
The formula in cell C15 is copied to the rest of the selected range, as shown in Figure B-5.
9. Save your work
Excel 28 Working with Formulas and Functions
 FIGURE B-3: Insert Function dialog box

Search for a
function field

Or select a
category list arrow
Your list of recently used
functions may differ

Description of
selected function

ng
FIGURE B-4: Expanded Function Arguments dialog box

ni
ar
Le
Function in
formula bar AutoSum list
arrow
ge
Drag title bar
of dialog box
ga

to move it if
Insert Function necessary
en

button
Argument
Collapse button
C

Excel 2013
Description of function
of

and arguments
ty
er
op

FIGURE B-5: Average functions used in worksheet

Pr

Completed function
appears in formula bar

Formula in cell C15 copied

to cells D15 and E15

Working with Formulas and Functions Excel 29

 Excel 2013
UNIT B Type a Function
Learning In addition to using the Insert Function dialog box, the AutoSum button, or the AutoSum list arrow on the
Outcomes Ribbon to enter a function, you can manually type the function into a cell and then complete the argu­
• Select a function
by typing ments needed. This method requires that you know the name and initial characters of the function, but it
• Use AutoComplete can be faster than opening several dialog boxes. Experienced Excel users often prefer this method, but it is
to copy formulas
only an alternative, not better or more correct than any other method. Excel’s Formula AutoComplete
feature makes it easier to enter function names by typing, because it suggests functions depending on the
first letters you type. CASE You want to calculate the maximum and minimum quarterly expenses in your
worksheet, and you decide to manually enter these statistical functions.
steps
1. Click cell B16, type =, then type m
Because you are manually typing this function, it is necessary to begin with the equal sign ( = ). The Formula
AutoComplete feature displays a list of function names beginning with “M” beneath cell B16. Once you
type an equal sign in a cell, each letter you type acts as a trigger to activate the Formula AutoComplete

ng
­feature. This feature minimizes the amount of typing you need to do to enter a function and reduces typing
and syntax errors.

ni
2. Click MAX in the list

ar
Clicking any function in the Formula AutoComplete list opens a ScreenTip next to the list that describes

Le
the function.
3. Double-click MAX
ge
The function is inserted in the cell, and a ScreenTip appears beneath the cell to help you complete the
ga
­formula. See Figure B-6.
4. Select the range B4:B11, as shown in Figure B-7, then click the Enter button on the
en

formula bar
The result, 7195.06, appears in cell B16. When you completed the entry, the closing parenthesis was
C

­automatically added to the formula.

of

5. Click cell B17, type =, type m, then double-click MIN in the list of function names
ty

The MIN function appears in the cell.

6. Select the range B4:B11, then press [Enter]
er

The result, 1468.25, appears in cell B17.

op

7. Select the range B16:B17, then drag the fill handle from cell B17 to cell E17
Pr

The maximum and minimum values for all of the quarters appear in the selected range, as shown in Figure B-8.
8. Save your work

Using the COUNT and COUNTA functions

When you select a range, a count of cells in the range that are returns the number of cells in a range that contain any data at
not blank appears in the status bar. For example, if you select the all, including numeric data, labels, and even a blank space. For
range A1:A5 and only cells A1, A4 and A5 contain data, the status ­ex­ample, the formula =COUNT(A1:A5) returns the number of
bar displays “Count: 3.” To count nonblank cells more precisely, cells in the range that contain numeric data, and the formula
or to incorporate these calculations in a worksheet, you can use =COUNTA(A1:A5) returns the number of cells in the range that
the COUNT and COUNTA functions. The COUNT function re­­ are not empty. If you use the COUNT functions in the Quick
turns the number of cells in a range that contain numeric data, Analysis tool, the calculation is entered in the cell immediately
including numbers, dates, and formulas. The COUNTA function beneath the selected range.

Excel 30 Working with Formulas and Functions

 FIGURE B-6: MAX function in progress

FIGURE B-7: Completing the MAX function

Closing parenthesis will

automatically be added
when you accept entry

ng
ni
ar
Le
ge
ga
en
C

Excel 2013
of

FIGURE B-8: Completed MAX and MIN functions

ty
er
op
Pr

Working with Formulas and Functions Excel 31

 Excel 2013
UNIT B Copy and Move Cell Entries
Learning There are three ways you can copy or move cells and ranges (or the contents within them) from one
Outcomes location to another: the Cut, Copy, and Paste buttons on the HOME tab on the Ribbon; the fill handle in
• Copy a range to
the Clipboard the lower-right corner of the active cell or range; or the drag-and-drop feature. When you copy cells,
• Paste a Clipboard the original data remains in the original location; when you cut or move cells, the original data is
entry
deleted from its original location. You can also cut, copy, and paste cells or ranges from one worksheet
• Empty cell contents
• Copy cell contents to another. CASE In addition to the 20% rise in tour expenses, you also want to show a 30% rise.
Rather than retype this information, you copy and move the labels in these cells.
steps
QUICK TIP 1. Select the range B3:E3, then click the Copy button in the Clipboard group on the
To cut or copy
select­ed cell con­
HOME tab
tents, activate the The selected range (B3:E3) is copied to the Clipboard, a temporary Windows storage area that holds the
cell, then select the selections you copy or cut. A moving border surrounds the selected range until you press [Esc] or copy an
characters within
additional item to the Clipboard.

ng
the cell that you
want to cut or copy. 2. Click the dialog box launcher in the Clipboard group

ni
The Office Clipboard opens in the Clipboard task pane, as shown in Figure B-9. When you copy or cut an

ar
item, it is cut or copied both to the Clipboard provided by Windows and to the Office Clipboard. Unlike the
Windows Clipboard, which holds just one item at a time, the Office Clipboard contains up to 24 of the

Le
most recently cut or copied items from any Office program. Your Clipboard task pane may contain more
items than shown in the figure. ge
QUICK TIP 3. Click cell B19, then click the Paste button in the Clipboard group
Once the Office
ga
A copy of the contents of range B3:E3 is pasted into the range B19:E19. When pasting an item from the
Clipboard contains
24 items, the oldest Office Clipboard or Clipboard into a worksheet, you only need to specify the upper-left cell of the range
en

existing item is auto­ where you want to paste the selection. Notice that the information you copied remains in the original range
matically deleted B3:E3; if you had cut instead of copied, the information would have been deleted from its original location
C

each time you add

an item. once it was pasted.
of

4. Press [Delete]
The selected cells are empty. You have decided to paste the cells in a different row. You can repeatedly paste
ty

an item from the Office Clipboard as many times as you like, as long as the item remains in the Office
er

Clipboard.
op

QUICK TIP 5. Click cell B20, click the first item in the Office Clipboard, then click the Close button on
You can also close
the Office Clipboard
the Clipboard task pane
Pr

pane by clicking the Cells B20:E20 contain the copied labels.

dialog box launcher
in the Clipboard 6. Click cell A14, press and hold [Ctrl], point to any edge of the cell until the pointer
group. changes to , drag cell A14 to cell A21, release the mouse button, then release [Ctrl]
The copy pointer continues to appear as you drag, as shown in Figure B-10. When you release the mouse
­button, the contents of cell A14 are copied to cell A21.
7. Click to the right of 2 in the formula bar, press [Backspace], type 3, then press [Enter]
8. Click cell B21, type =, click cell B12, type *1.3, click the Enter button on the formula
bar, then save your work
This new formula calculates a 30% increase of the expenses for Quarter 1, though using a different method
from what you previously used. Anything you multiply by 1.3 returns an amount that is 130% of the
­original amount, or a 30% increase. Compare your screen to Figure B-11.

Excel 32 Working with Formulas and Functions

 FIGURE B-9: Copied data in Office Clipboard

Paste button

Copy button

Clipboard dialog
box launcher

Item in
Office
Clipboard

FIGURE B-10: Copying cell contents with drag-and-drop

ng
ni
ar
Cell contents

Le
being copied

Indicates new
ge
location of copy
ga

Plus (+) ­indicates

copying in progress
en

FIGURE B-11: Formula entered to calculate a 30% increase

C

Excel 2013
of
ty

Formula calculates
er

30% increase
op
Pr

Inserting and deleting selected cells

As you add formulas to your workbook, you may need to insert click the Delete list arrow in the Cells group, click Delete Cells,
or delete cells. When you do this, Excel automatically adjusts cell and in the Delete dialog box, indicate which way you want to
references to reflect their new locations. To insert cells, click the move the adjacent cells. When using this option, be careful not
Insert list arrow in the Cells group on the HOME tab, then click to disturb row or column alignment that may be necessary to
Insert Cells. The Insert dialog box opens, asking if you want to maintain the accuracy of cell references in the worksheet. Click
insert a cell and move the current active cell down or to the the Insert button or Delete button in the Cells group to insert or
right of the new one. To delete one or more selected cells, delete a single cell.

Working with Formulas and Functions Excel 33

 Excel 2013
UNIT B Understand Relative and
Absolute Cell References
Learning
Outcomes
• Identify cell refer­
encing
• Identify when to As you work in Excel, you may want to reuse formulas in different parts of a worksheet to reduce the
use absolute or rel­ amount of data you have to retype. For example, you might want to include a what-if analysis in one part
ative cell ­references
of a worksheet showing a set of sales projections if sales increase by 10%. To include another analysis in
another part of the worksheet showing projections if sales increase by 50%, you can copy the formulas
from one section to another and simply change the “1” to a “5”. But when you copy formulas, it is impor­
tant to make sure that they refer to the correct cells. To do this, you need to understand the difference
between relative and absolute cell references. CASE You plan to reuse formulas in different parts of
your worksheets, so you want to understand relative and absolute cell references.
DETAILS
Consider the following when using relative and absolute cell references:

ng
• Use relative references when you want to preserve the relationship to the

ni
formula location

ar
When you create a formula that references another cell, Excel normally does not “record” the exact cell

Le
address for the cell being referenced in the formula. Instead, it looks at the relationship that cell has to the
cell containing the formula. For example, in Figure B-12, cell F5 contains the formula: =SUM(B5:E5). When
Excel retrieves values to calculate the formula in cell F5, it actually looks for “the four cells to the left of the
ge
formula,” which in this case is cells B5:E5. This way, if you copy the cell to a new location, such as cell F6,
ga
the results will reflect the new formula location, and will automatically retrieve the values in cells B6, C6,
D6, and E6. These are relative cell references, because Excel is recording the input cells in relation to or
en

relative to the formula cell.

In most cases, you want to use relative cell references when copying or moving, so this is the Excel
C

default. In Figure B-12, the formulas in F5:F12 and in B13:F13 contain relative cell references. They total the
“four cells to the left of” or the “eight cells above” the formulas.
of

• Use absolute cell references when you want to preserve the exact cell address in
ty

a formula
er

There are times when you want Excel to retrieve formula information from a specific cell, and you don’t
want the cell address in the formula to change when you copy it to a new location. For example, you might
op

have a price in a specific cell that you want to use in all formulas, regardless of their location. If you use
Pr

relative cell referencing, the formula results would be incorrect, because Excel would use a different cell
every time you copy the formula. Therefore you need to use an absolute cell reference, which is a refer-
ence that does not change when you copy the formula.
You create an absolute cell reference by placing a $ (dollar sign) in front of both the column letter and
the row number of the cell address. You can either type the dollar sign when typing the cell address in a
formula (for example, “=C12*$B$16”), or you can select a cell address on the formula bar and then press [F4]
and the dollar signs are added automatically. Figure B-13 shows formulas containing both absolute and
relative references. The formulas in cells B19 to E26 use absolute cell references to refer to a potential sales
increase of 50%, shown in cell B16.

Excel 34 Working with Formulas and Functions

 FIGURE B-12: Formulas containing relative references

Formula containing
relative references

Copied formulas adjust to

preserve relationship of
formula to referenced cells

ng
ni
ar
FIGURE B-13: Formulas containing absolute and relative references

Le
ge
ga
en
C

Excel 2013
of
ty

Absolute references in
copied formulas do
er

Cell referenced in absolute formulas

not change
op
Pr

Relative references in
copied formulas adjust
to the new location

Using a mixed reference

Sometimes when you copy a formula, you want to change the column letter would not change, but the row ­number would
row reference, but keep the column reference the same. This be updated relative to its location. Like an ­absolute ­reference,
type of cell referencing combines elements of both absolute a mixed reference can be created by ­pressing the [F4] function
and relative referencing and is called a mixed reference. For key with the cell reference selected. With each press of the
example, when copied, a formula containing the mixed r­ efer­ence [F4] key, you cycle through all the ­possible ­combinations of
C$14 would change the column letter relative to its new loca­ ­relative, absolute, and mixed ­references (C14, $C$14, C$14,
tion, but not the row number. In the mixed reference $C14, the and $C14).

Working with Formulas and Functions Excel 35

 Excel 2013
UNIT B Copy Formulas with Relative
Cell References
Learning
Outcomes
• Copy and Paste
formulas with rela­
tive cell references Copying and moving a cell allows you to reuse a formula you’ve already created. Copying cells is usually
• Examine Auto Fill faster than retyping the formulas in them and helps to prevent typing errors. If the cells you are copying
and Paste Options
• Use the Fill button contain relative cell references and you want to maintain the relative referencing, you don’t need to make
any changes to the cells before copying them. CASE You want to copy the formula in cell B21, which
calculates the 30% increase in quarterly expenses for Quarter 1, to cells C21 through E21. You also want to
­create formulas to calculate total expenses for each tour country.
steps
1. Click cell B21, if necessary, then click the Copy button in the Clipboard group on the
HOME tab
The formula for calculating the 30% expense increase during Quarter 1 is copied to the Clipboard. Notice

ng
that the formula =B12*1.3 appears in the formula bar, and a moving border surrounds the active cell.

ni
QUICK TIP 2. Click cell C21, then click the Paste button (not the list arrow) in the Clipboard group

ar
To paste only specific The formula from cell B21 is copied into cell C21, where the new result of 44798.988 appears. Notice in the
components of a
formula bar that the cell references have changed, so that cell C12 is referenced in the formula. This formula

Le
­copied cell or range,
click the Paste list contains a relative cell reference, which tells Excel to substitute new cell references within the copied formu-
arrow in the Clipboard las as necessary. This maintains the same relationship between the new cell containing the formula and the
ge
group, then click
Paste Special. You
cell references within the formula. In this case, Excel adjusted the formula so that cell C12—the cell
can selectively copy ­reference nine rows above C21—replaced cell B12, the cell reference nine rows above B21.
ga

­formats, formulas,
­values, comments, 3. Drag the fill handle from cell C21 to cell E21
en

validation rules, trans­ A formula similar to the one in cell C21 now appears in cells D21 and E21. After you use the fill handle to
pose ­columns and copy cell contents, the Auto Fill Options button appears, as seen in Figure B-14. You can use the Auto
C

rows, paste a link, or

add, subtract, multi­ Fill Options button to fill the cells with only specific elements of the copied cell if you wish.
of

ply, or divide using

the Paste Special
4. Click cell F4, click the AutoSum button in the Editing group, then click the Enter
­dialog box. ­button on the formula bar
ty

5. Click in the Clipboard group, select the range F5:F6, then click the Paste button
er

See Figure B-15. After you click the Paste button, the Paste Options button appears, which you can use
op

to paste only specific elements of the copied selection if you wish. The formula for calculating total expenses
for tours in Britain appears in the formula bar. You would like totals to appear in cells F7:F11. The Fill button
Pr

in the Editing group can be used to copy the formula into the remaining cells.
6. Select the range F6:F11
7. Click the Fill button in the Editing group, then click Down
The formulas containing relative references are copied to each cell. Compare your worksheet to Figure B-16.
8. Save your work

Excel 36 Working with Formulas and Functions

 FIGURE B-14: Formula copied using the fill handle

AutoFill Options button

FIGURE B-15: Formulas pasted in the range F5:F6

Paste button

Paste button arrow

Paste Options button

ng
ni
FIGURE B-16: Formula copied using Fill Down

ar
Le
ge
Fill button
ga
en

Filled cells
C

Excel 2013
of
ty

Using Paste Preview

er

You can selectively copy formulas, values, or other choices using is shown in the worksheet. Options include pasting values only,
op

the Paste list arrow, and you can see how the pasted contents will pasting values with number formatting, pasting formulas only,
look using the Paste Preview feature. When you click the Paste list pasting formatting only, pasting transposed data so that column
Pr

arrow, a gallery of paste option icons opens. When you point to an data appears in rows and row data appears in columns, and past­
icon, a preview of how the content will be pasted using that option ing with no borders (to remove any borders around pasted cells).

Using Auto Fill options

When you use the fill handle to copy cells, the Auto Fill Options be copied. The Fill Formatting Only option copies only the for­
button appears. Auto Fill options differ depending on what you matting attributes, but not cell contents. The Fill Without
are copying. If you had selected cells containing a series (such as ­For­matting option copies the cell contents, but no formatting
“Monday” and “Tuesday”) and then used the fill handle, you attributes. Copy Cells is the default option when using the fill
would see options for continuing the series (such as “Wednesday” handle to copy a cell, so if you want to copy the cell’s contents
and “Thursday”) or for simply pasting the copied cells. Clicking and its formatting, you can ignore the Auto Fill Options button.
the Auto Fill Options button opens a list that lets you choose from The Flash Fill option allows you to create c­ ustomized fill ranges on
the following options: Copy Cells, Fill Series (if applicable), Fill the fly, such as 2, 4, 6, 8, 10 by ­entering at least two values in a
Formatting Only, Fill Without Formatting, or Flash Fill. Choosing pattern: Excel automatically senses the pattern.
Copy Cells means that the cell’s contents and its formatting will

Working with Formulas and Functions Excel 37

 Excel 2013
UNIT B Copy Formulas with Absolute
Cell References
Learning
Outcomes
• Create an absolute
cell reference
• Use the fill handle When copying formulas, you might want one or more cell references in the formula to remain unchanged
to copy absolute in relation to the formula. In such an instance, you need to apply an absolute cell reference before ­copying
cell references
the formula to preserve the specific cell address when the formula is copied. You create an absolute
­reference by placing a dollar sign ($) before the column letter and row number of the address (for
­example, $A$1). CASE You need to do some what-if analysis to see how various percentage increases
might affect total expenses. You decide to add a column that calculates a possible increase in the total tour
expenses, and then change the percentage to see various potential results.
steps
1. Click cell G1, type Change, then press [Enter]
2. Type 1.1, then press [Enter]

ng
You store the increase factor that will be used in the what-if analysis in this cell (G2). The value 1.1 can be

ni
used to calculate a 10% increase: anything you multiply by 1.1 returns an amount that is 110% of the

ar
­original amount.
3. Click cell H3, type What if?, then press [Enter]

Le
4. In cell H4, type =, click cell F4, type *, click cell G2, then click the Enter button
ge on the
formula bar
The result, 28250.1, appears in cell H4. This value represents the total annual expenses for Australia if there
ga

QUICK TIP is a 10% increase. You want to perform a what-if analysis for all the tour countries.
Before you copy or
5. Drag the fill handle from cell H4 to cell H11
en

move a formula,
always check to The resulting values in the range H5:H11 are all zeros, which is not the result you wanted. Because you used
C

see if you need to

use an absolute cell relative cell addressing in cell H4, the copied formula adjusted so that the formula in cell H5 is =F5*G3.
reference. Because there is no value in cell G3, the result is 0, an error. You need to use an absolute reference in the
of

formula to keep the formula from adjusting itself. That way, it will always reference cell G2.
ty

QUICK TIP 6. Click cell H4, press [F2] to change to Edit mode, then press [F4]
When changing a
er

When you press [F2], the range finder outlines the arguments of the equation in blue and red. The insertion
cell reference to an
point appears next to the G2 cell reference in cell H4. When you press [F4], dollar signs are inserted in the
op

absolute reference,
make sure the refer­ G2 cell reference, making it an absolute reference. See Figure B-17.
ence is selected or
Pr

the insertion point is 7. Click , then drag the fill handle from cell H4 to cell H11
next to it in the cell Because the formula correctly contains an absolute cell reference, the correct values for a 10% increase
before pressing [F4].
appear in cells H4:H11. You now want to see what a 20% increase in expenses looks like.
8. Click cell G2, type 1.2, then click
The values in the range H4:H11 change to reflect the 20% increase. Compare your worksheet to Figure B-18.
9. Save your work

Excel 38 Working with Formulas and Functions

 FIGURE B-17: Absolute reference created in formula

Absolute cell
reference in formula

Incorrect values from

­relative referencing
in previously copied
­formulas

ng
ni
ar
FIGURE B-18: What-if analysis with modified change factor

Le
ge
ga

Modified change
­factor
en
C

Excel 2013
of
ty
er
op
Pr

Using the fill handle for sequential text or values

Often, you need to fill cells with sequential text: months of the fill cells with a number sequence (such as 1, 2, 3,…) by dragging
year, days of the week, years, or text plus a number (Quarter 1, the fill handle on a selection of two or more cells that contain the
Quarter 2,...). For example, you might want to create a worksheet sequence. To create a number sequence using the value in a single
that calculates data for every month of the year. Using the fill cell, press and hold [Ctrl] as you drag the fill handle of the cell. As
­handle, you can quickly and easily create labels for the months of you drag the fill handle, Excel automatically extends the existing
the year just by typing “January” in a cell. Drag the fill handle from sequence into the additional cells. (The content of the last filled
the cell containing “January” until you have all the monthly labels cell appears in the ScreenTip.) To examine all the fill series options
you need. You can also easily fill cells with a date sequence by for the current selection, click the Fill button in the Editing group
dragging the fill handle on a single cell containing a date. You can on the HOME tab, then click Series to open the Series dialog box.

Working with Formulas and Functions Excel 39

 Excel 2013
UNIT B Round a Value with a Function
Learning The more you explore features and tools in Excel, the more ways you’ll find to simplify your work and
Outcomes convey information more efficiently. For example, cells containing financial data are often easier to read if
• Use Formula
AutoComplete to they contain fewer decimal places than those that appear by default. You can round a value or formula
insert a function result to a specific number of decimal places by using the ROUND function. CASE In your worksheet,
• Copy an edited
you’d like to round the cells showing the 20% rise in expenses to show fewer digits; after all, it’s not important
formula
to show cents in the projections, only whole dollars. You want Excel to round the calculated value to the nearest
integer. You decide to edit cell B14 so it includes the ROUND function, and then copy the edited formula into the
other formulas in this row.
steps
1. Click cell B14, then click to the right of = in the formula bar
You want to position the function at the beginning of the formula, before any values or arguments.
QUICK TIP 2. Type RO
In the Insert Function

ng
Formula AutoComplete displays a list of functions beginning with RO beneath the formula bar.
dialog box, the
ROUND function is 3. Double-click ROUND in the functions list

ni
in the Math & Trig
The new function and an opening parenthesis are added to the formula, as shown in Figure B-19. A few

ar
­category.
additional modifications are needed to complete your edit of the formula. You need to indicate the number

Le
of decimal places to which the function should round numbers and you also need to add a closing
­parenthesis around the set of arguments that comes after the ROUND function.
ge
TROUBLE 4. Press [END], type ,0), then click the Enter button on the formula bar
If you have too The comma separates the arguments within the formula, and 0 indicates that you don’t want any decimal
ga
many or too few
parentheses, the places to appear in the calculated value. When you complete the edit, the parentheses at either end of the
extraneous paren­ formula briefly become bold, indicating that the formula has the correct number of open and closed
en

thesis is displayed in ­parentheses and is balanced.

red, or a warning
C

dialog box opens 5. Drag the fill handle from cell B14 to cell E14
with a suggested
The formula in cell B14 is copied to the range C14:E14. All the values are rounded to display no decimal
of

solution to the error.

places. Compare your worksheet to Figure B-20.
ty

6. Scroll down so row 25 is visible, click cell A25, type your name, then click on the
­formula bar
er

7. Save your work, preview the worksheet in Backstage view, then submit your work to
op

your Instructor as directed

Pr

8. Exit Excel

Excel 40 Working with Formulas and Functions

 FIGURE B-19: ROUND function added to an existing formula

ROUND function and

opening parenthesis
inserted in formula

Screentip indicates
needed arguments

FIGURE B-20: Completed worksheet

ng
ni
ar
Function surrounds

Le
existing formula
ge
ga
en

Calculated values
C

with no decimals

Excel 2013
of
ty
er

Creating a new workbook using a template

Excel templates are predesigned workbook files intended to save workbook is created based on the template; when you save the
op

time when you create common documents such as balance new file in the default format, it has the regular .xlsx extension.
Pr

sheets, budgets, or time cards. Templates contain labels, values, To save a workbook of your own as a template, open the Save As
formulas, and formatting, so all you have to do is customize them dialog box, click the Save as type list arrow, then change the file
with your own information. Excel comes with many templates, type to Excel Template.
and you can also create your own or find additional templates on
the Web. Unlike a typical workbook, which has the file extension FIGURE B-21: Expense Trends template selected in Backstage view
.xlsx, a template has the extension .xltx. To create a workbook
using a template, click the FILE tab, then click New on the
­navigation bar. The New pane in Backstage view lists templates
available through Office.com. The Blank workbook template is
selected by default and is used to create a blank workbook with
no content or special formatting. A preview of the selected
­template appears in a separate window on top of the New pane.
To select a template, click one of the selections in the New pane,
then click Create. Figure B-21 shows an Office.com template.
(Your list of templates may differ.) When you click Create, a new

Working with Formulas and Functions Excel 41